Kaunihera | Council
Ngā Mēneti Wātea | Open Minutes
Minutes of a meeting of Matamata-Piako District Council held in the Council Chambers, 35 Kenrick Street, TE AROHA on Wednesday 9 June 2021 at 9.00am.
Ngā Mema | Membership
Koromatua | Mayor Ash Tanner, JP (Chair) Koromatua Tautoko | Deputy Mayor Neil Goodger Kaunihera ā-Rohe | District Councillors Donna Arnold Caitlin Casey Teena Cornes Bruce Dewhurst James Sainsbury Russell Smith Kevin Tappin James Thomas Sue Whiting Adrienne Wilcock
Kaunihera | Council 9 June 2021
Ngā whakapāha | Apologies
Cr Caitlin Casey
Kaimahi i reira | Staff Present
Name Title Item No. Don McLeod Chief Executive Officer Tamara Kingi Committee Secretary and Corporate Administration Officer Andrea Durie Senior Communications Officer Mike van Grootel Roading Manager Public Forum Sandra Harris Corporate Strategy Team Leader Public Forum, 7.1, 7.2, 7.3 Niall Baker Corporate Strategy Team Leader Public Forum, 7.1 Manaia Te Wiata Group Manager Business Support Public Forum, 7.3, 7.4, 8.1 Erin Bates Placemaking and Engagement Lead 7.3 Rexine Hawes Communications Officer 7.3, 7.4 Chris Lee Project Manager 7.3, 7.4 Roger Lamberth Property and Community Projects 7.3, 7.4 Manager
I reira | In Attendance
Time In Time Out Chloe Blommerde – Stuff Reporter, Waikato Times 8.58am 10.17am Ginny Spence 8.58am 9.09am George Burton – Grey Power Morrinsville 8.58am 9.30am Carol Greenville – Grey Power Morrinsville 8.58am 9.30am Bevan Goldsmith 9.02am 10.26am Shaun O’Neill – GEO Metrics 9.09am 9.30am
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Kaunihera | Council 9 June 2021
1 Whakatūwheratanga o te hui | Meeting Opening Mayor Ash Tanner declared the meeting open at 8.58am and welcomed members of the public, media and staff.
2 Ngā whakapāha | Apologies / Tono whakawātea | Leave of Absence That the apology from Cr Caitlin Casey be accepted and leave of absence from the meeting be granted.
Moved by: Cr D Arnold Seconded by: Cr J Sainsbury KUA MANA | CARRIED
3 Pānui i Ngā Take Ohorere Anō | Notification of Urgent Additional Business Section 46A(7) of the Local Government Official Information and Meetings Act 1987 (as amended) states: “An item that is not on the agenda for a meeting may be dealt with at that meeting if- (a) The local authority by resolution so decides; and (b) The presiding member explains at the meeting, at a time when it is open to the public,- (i) The reason why the item is not on the agenda; and (ii) The reason why the discussion of the item cannot be delayed until a subsequent meeting.” Section 46A(7A) of the Local Government Official Information and Meetings Act 1987 (as amended) states: “Where an item is not on the agenda for a meeting,- (a) That item may be discussed at that meeting if- (i) That item is a minor matter relating to the general business of the local authority; and (ii) the presiding member explains at the beginning of the meeting, at a time when it is open to the public, that the item will be discussed at the meeting; but (iii) no resolution, decision or recommendation may be made in respect of that item except to refer that item to a subsequent meeting of the local authority for further discussion.”
4 Whākī pānga | Declaration of interest Members are reminded of their obligation to declare any conflicts of interest they might have in respect of the items on this Agenda.
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Kaunihera | Council 9 June 2021
5 Whakaaetanga mēneti | Confirmation of minutes WHAKATUANGA A TE KAUNIHERA | COUNCIL RESOLUTION That the minutes of the meeting of the Ordinary Meeting of Matamata-Piako District Council held on 12 and 13 May 2021, be confirmed as a true and correct record of the meeting. Moved by: Cr D Arnold Seconded by: Cr S Whiting KUA MANA | CARRIED
WHAKATUANGA A TE KAUNIHERA | COUNCIL RESOLUTION
The minutes of the Ordinary Meeting of Matamata-Piako District Council held on Monday, 17 May 2021, be confirmed as a true and correct record of the meeting, on the condition that declaration incorrectly recorded against Cr Donna Arnold be removed.
Moved by: Cr T Cornes Seconded by: Cr S Whiting KUA MANA | CARRIED
6 Take i puta mai | Public Forum Ginny Spence in attendance to discuss the Dog Park Te Aroha. Ginny provided a presentation and map of a suggested dog park site in Te Aroha (attached under annexure “tabled on the day”.
George Burton of Grey Power Morrinsville in attendance to discuss concerns relating to the core management of projects in Morrinsville, including pensioner housing, footpaths, roading, water, wastewater and stormwater. George requested that Council provide an itinerary for street sweepers so the community know when to expect the leaves from Council trees will be collected/cleaned. This year alone, George has spent approximately $50.00 clearing leaves and taking them to the tip.
George also noted his concern with parliament moving to two nations.
Carol Greenville of Grey Power Morrinsville in attendance to discuss the state of the pavements in the area. A number of people have had falls and mobility scooters are finding it difficult to manoeuvre on the cobblestones around the Morrinsville CBD, where they are broken or split. Adding to that, the pathways are dirty, particularly outside of shops where shop owners do not clean the paths as “they are Council owned”.
Shaun O’Neill of GeoMetrix in attendance to discuss the costs associated with power when developing new property on rural residential sites where power supply is required to satisfy the title. Costs to supply power are significant. To enable further development in rural lots, there needs to be the ability for alternative standalone power supplies of the ability to have power supplied at a later date to reduce costs of the developer. Power supply is going a similar way to telecommunications has in the past and Council need to keep policies current.
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7 Pūrongo me whakatau | Decision Reports 7.1 Elected Members' Declaration of Interests 6 7.2 Fees and Charges 2021/22 8 7.3 Town Centre Revitalisation Programme and Budget approval 12 7.4 Headon Stadium - Floor Solution 17 8 Information Reports 8.1 Te Aroha Domain Working Party - Minutes of 24 May 2021 20 8.2 Mayoral Diary for May 2021 21
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8 Pūrongo me whakatau | Decision Reports
Elected Members' Declaration of Interests
CM No.: 2443342
Rāpopotonga Matua | Executive Summary In accordance with the Local Authorities (Members’ Interests) Act 1968, an elected / appointed member of any committee of a local authority is responsible for ensuring:
It is not affected by personal motives when participating in decision of the local authority; It does not obtain preferential treatment from the local authority in contracting situations; It does not enter into contracts with local authority where the total of payments made to it (on behalf of the local authority) exceeds $25,000 including GST, in any financial year; and It does not participate in matters of local authority where it may have a financial interest, other than an interest in common with the public.
WHAKATUANGA A TE KAUNIHERA | COUNCIL RESOLUTION
That: 1. The information be received.
2. Elected members complete a declaration of interest form to the best of their knowledge for the period 1 July 2021 – 30 June 2022, and provide same to the committee secretary by 1 July 2021.
Moved by: Cr A Wilcock Seconded by: Cr K Tappin KUA MANA | CARRIED
Horopaki | Background Contracts Where an elected/appointed member may exceed the limit of $25,000, The Office of the Auditor General (OAG) may grant an approval or exemption. Prior approval may be given, only if the Auditor General is satisfied that conditions, as detailed in the Act, have been met. The conditions of exemption are complex, and members should take care to ensure that they understand how the Act may apply to them, as well as the consequences of not complying. Where non compliance has occurred and a contract exceeds the prescribed financial limit, the elected/appointed member will be disqualified from performing duties for the local authority.
Conflict of Interest Elected/appointed members must make a general declaration of interest as soon as practicable after becoming aware of any such interests. These declarations are recorded in a register of interests maintained by Council. Members may also contact OAG for guidance on whether there is a financial interest. If an interest exists, an exemption may be sought for the member to participate or vote on a particular issue.
Failure to observe requirements of the Local Authorities (Members’ Interests) Act 1968, could lead to a decision or action taken by the local authority invalidated. Furthermore, it could lead to an elected/appointed member being prosecuted under the Act. In the event of a conviction, an elected/appointed member may be disqualified from office.
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Elected/appointed members should also be familiar with the common law concerning non-financial conflicts of interest. This includes issues of predetermination and bias (whether real or perceived) when making decisions as an elected/appointed member of Council. If an elected/appointed member decides that they have a non-financial interest they must: Declare an interest when the matter arises at a meeting; Ensure their declaration is recorded in the minutes; and Abstain from discussion or voting on the matter.
Neglecting to observe the common law may result in judicial review of a decision.
OAG’s guide to managing conflicts of interest can be found https://oag.parliament.nz/good- practice/conflicts-of-interest.
Ngā Take | Issues / Kōrerorero | Discussion An Annual Declaration of Interest Form is attached to the agenda for completion and return.
Ngā Tāpiritanga | Attachments A. Annual Declaration of Interests form
Ngā waitohu | Signatories Author(s) Tamara Kingi Committee Secretary and Corporate Administration Officer
Approved by Niall Baker Corporate Strategy Team Leader Don McLeod Chief Executive Officer
Elected Members' Declaration of Interests Page 7
Kaunihera | Council 9 June 2021
Fees and Charges 2021/22
CM No.: 2441181
Rāpopotonga Matua | Executive Summary Council’s fees and charges are reviewed annually. The draft Fees and Charges 2021/22 were approved by Council on 25 November 2020 and consulted on alongside the Long Term Plan. At the Hearing on 12/13 May 2021 Council resolved to amend and finalise the Fees and Charges document for adoption subject to some minor amendments to the libraries fees.
There is one more change to be discussed which was raised through submissions but was not finalised at the hearing which is the $5 library fee for ‘rental books (bestseller)’. There is also one more suggested addition to include more entry options for Number 2 bathhouse to encourage use.
The purpose of this report is to approve the final Fees and Charges 2020/21 which is attached.
WHAKATUANGA A TE KAUNIHERA | COUNCIL RESOLUTION
That: 1. The information be received.
2. Council resolve whether or not to amend the proposed library fee for ‘rental books (bestseller)’ and update the final document accordingly.
3. Council resolve whether or not to include more entry options for Number 2 bathhouse to encourage use and update the final document accordingly.
4. Council approve the Fees and Charges 2021/22, applicable from 1 July 2021.
Moved by: Deputy Mayor N Goodger Seconded by: Cr K Tappin KUA MANA | CARRIED
Horopaki | Background Council received a number of submissions directly related to the Fees and Charges, these were considered and decided on at the hearing on 12/13 May. At the hearing Council resolved to amend/include the following (red writing is the addition):
2021/22 Membership charge for non-residents from Annual non-reciprocal districts (exemptions can be $60.00 membership fee applied on a case by case basis) Meeting rooms Per hour $10.00
Rental books (bestseller) The only other change to be decided on which was raised through submissions but was not finalised at the hearing is the proposed $5 library fee for ‘rental books (bestseller)’.
Below is what was consulted on:
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Current Proposed Comment 2020/21 2021/22 This category currently applies to Adult/Fiction less than one year old, propose to change this to applying to 'best sellers' Per book Rental books which can apply to both fiction (2 week $2.00 $5.00 (bestseller) and non-fiction and to books issue only) readily able to be read in the 2 week timeframe. This would move us towards a more nationwide practice and price.
There were four submissions received directly related to this point which are replicated below.
Sub #36 - My submission relates to charges for renting books from Council libraries. I am a 'Gold Card' carrier and I do not feel I should be charged anything for taking books from the library. Even the proposed $5 charge is not helpful. Reading remains one of lifes pleasure and it should not be charged for, particuarly when someone like me is a ratepayer. Thankyou
Sub #214 - Library New Book Fee: I agree with more new books being in circulation and I don't disagree that $5 loan fee might be charged by other libraries, however the amount will mean those that have reasonable cash flow can afford to read new edition and others can't and have to wait 12 months to read one. I would like to suggest a compromise that new books only stays on the new book stand for a maximum of 6 months (26 weeks, 13 possible loans $65 income which could buy 2 other new books at wholesale). That way those who can't spare $5 can get to read them sooner.
Sub #237 - Libraries proposal re rental books charge: $2 levy on books is ridiculous especially when they're just little fiction books. A lot of seniors are reading them and I believe they don't need that extra cost, or any cost. (Large Print are often too heavy for older people.) I agree with the proposed $5 charge for more popular, newer and larger books by well-known authors, because the library is providing a good service. Also the $5 charge is reasonable and realistic in the light of the price of a new book. People who want to read them will pay for it.
Sub#256 - The increase in the new library books may deter readers!
Council now need to make a decision on the fee for this category for 2021/22.
No. 2 Bath House
Council staff have suggested some additional entry options for No. 2 Bath House to encourage use.
The below in red writing is some suggested inclusions for Council consideration
No. 2 Bath House (public 30 min sessions*) Proposed Public sessions (minimum numbers apply) $5.00 No. 2 Bath House (public 30 min sessions*) and pool/outdoor spa combo
Fees and Charges 2021/22 Page 9
Kaunihera | Council 9 June 2021
Child (under 16 years) $8.00 Adult (16 years +) $10.00 Senior (65 years +) and Active Health $9.00 Family pass 2 adults or seniors and up to 3 children $33.00 No. 2 Bath House (private 30 min sessions) Child (under 16 years) $10.00 Adult (16 years +) $18.00 Senior (65 years +) and Active Health $14.00 Community (Public) Sessions (minimum numbers $5.00 Per person apply) [moved] Family pass 2 adults or seniors and up to 3 children $53.00 Discount per $2.00 Group discount (more than 5 people) person No. 2 Bath House (private 30 min sessions) and pool/outdoor spa combo Child (under 16 years) $13.00 Adult (16 years +) $22.00 Senior (65 years +) and Active Health $17.00 Family pass 2 adults or seniors and up to 3 children $72.00 * Public sessions (minimum 2 - maximum 10 per session)
Attendance statistics for No.2 Bath House are below:
Council can now decide if it wishes to add in some additional entry options for No. 2 Bath House to encourage use.
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Ngā Whiringa | Options Council can decide to whether or not to amend the proposed $5 fee for ‘rental books (bestseller) based on submissions if desired.
Council can decide whether or not to include additional entry options for No. 2 Bath House.
Ngā take ā-ture, ā-Kaupapahere hoki | Legal and policy considerations Under Section 150 of the Local Government Act 2002 (LGA) Council may prescribe fees or charges in the form of a bylaw made under the LGA or separately using the principles of consultation. In addition, other legislation such as the Resource Management Act 1991 (RMA) and Building Act 2004 delegates Council with the ability to fix fees or charges relevant to certain administration purposes (such as processing resource consents).
Ngā Pāpāhonga me ngā Wātaka | Communications and timeframes Council has conducted public consultation on the proposed Fees and Charges 2021/22. Te Tākoha ki ngā Hua mō te Hapori me te here ki te whakakitenga o te Kaunihera | Contribution to Community Outcomes and consistency with Council Vision Theme: Healthy Communities Community Outcome: We encourage the use and development of our facilities. We encourage community engagement and provide sound and visionary decision making.
Pānga ki te pūtea, me te puna pūtea | Financial Cost and Funding Source The fees and charges set by Council are done on the basis of either total or partial cost recovery for certain services. The proportion of costs intended to be recovered for any given activity is set out in Council’s Revenue and Financing Policy. This in turn influences the level of fees set for a service. Changes to the level of fees charged for a service will impact Councils budgets (potentially increasing or decreasing revenue from this source).
Ngā Tāpiritanga | Attachments A. Fees and Charges 2021/22 - including changes made following consultation - for council approval 9 June 2021
Ngā waitohu | Signatories Author(s) Sandra Harris Corporate Strategy Team Leader
Approved by Don McLeod Chief Executive Officer
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Town Centre Revitalisation Programme and Budget approval
CM No.: 2433711
Rāpopotonga Matua | Executive Summary The purpose of this report is to seek Council approval of the Town Centre Revitalisation programme of work (Attachment A) and budget allocation. The programme will include establishment of a “mobile engagement” caravan, robust co-design engagement with our communities, and a prioritised implementation plan to be delivered over an eight year period. Community feedback outside of scope/budget may be included in future Long Term/Annual Plans.
A capital budget allocation of $4.1m is available to undertake placemaking and tactical urbanism interventions across the District’s three CBDs of Matamata, Morrinsville and Te Aroha. An operational budget of $266,500 is sought to resource the co-design and implementation of the project over a three year period – 2020/21 to 2022/23 – a total of $799,500. $600,000 would be realised from the Community Purposes Reserve. The remaining balance (which includes any use of the contingency) will need to be sourced from within existing budgets.
WHAKATUANGA A TE KAUNIHERA | COUNCIL RESOLUTION
That: 1. Council approve the Matamata, Morrinsville and Te Aroha Revitalisation Programme Co-Design Process Plan (Attachment A).
2. Council approve a three year opex budget of $266,500 (GST excl.) per year for the Town Centre Revitalisation programme.
3. Council confirm the order in which they wish the programme to be rolled out to each town.
4. Approve the procurement of a mobile engagement space from the 2021/22 Town Centre Revitalisation capital budget.
Moved by: Deputy Mayor N Goodger Seconded by: Cr A Wilcock KUA MANA | CARRIED
Horopaki | Background Council has allocated budget in the Long Term Plan (LTP) 2021-31 for the revitalisation of its three town centres. Budget had previously been allocated in 2018-28 LTP with unutilised budget carried forward into the 2021/22 year.
Budgetary allocation MPDC has the following capital budgets available for town improvements:
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Year Amount ($000) 2020/21 Te Aroha 500 Morrinsville 500 Matamata 750
Note: The mobile engagement caravan will be part of this budget 2021/22 1,000 A maximum of $750K is expected to be expended by 30 June 21 with the balance (around $1m) available for use in 2021/22. 2022/23 600 2023/24 No budget available 2024/25 500 2025/26 500 2026/27 500 2027/28 500 2028/29 500
While there have been pockets of investigations for CBD improvements over the three towns, a comprehensive co-design with the community has not been undertaken to ascertain their aspirations for the CBDs to inform robust design.
Council have discussed the town centre revitalisation project, placemaking, and the importance of undertaking co-design at two workshops on 24 February 2021 and 7 April 2021. Council, alongside staff, experienced a condensed co-design sprint at a workshop with Design Factory NZ on 31 March 2021. It was acknowledged that the capital budget for revitalisation did not provide for large scale “streetscape” upgrades – but rather, interventions that aligned with placemaking and tactical urbanism. This does not preclude community insights outside of scope/budget being included in future Annual Plan/Long Term Plan considerations.
In relation to the operational expenditure componentry of the programme, Council has the Community Purposes Reserve available for use on community facilities or for community purposes eg grants.
Ngā Take | Issues / Kōrerorero | Discussion This project will see the development of Town Centre Revitalisation Strategies and Plans for Matamata, Morrinsville and Te Aroha via a comprehensive community co-design process. The plans will include: Town Centre Revitalisation Objectives and Key moves
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An action plan which includes a prioritised list of placemaking and tactical urbanism initiatives which deliver to these objectives
Budget allocation and source for each activity
A monitoring and evaluation framework to measure the impact of these tactics during the implementation phase The plans will be: A transparent record of the co-design process and outcomes
Easy to read by staff, elected representatives and community members
Able to be published online and accessed by the community (potentially as a summarised version) The co-design process will: Utilise a mobile engagement space, which will pop-up in key locations and at community events; taking the co-design process to the people (this space will also be used for other engagements eg Long Term Plan, policy consultation, Annual Plan, education)
Be anchored by project objectives created by a community steering group and mana whenua representatives
Build trust capital with the community, be transparent, relevant and engaging Robust community co-design will ensure interventions are delivered with “value for money” – i.e. money is being spent where the community sees the most benefit. Existing capital budgets are to be split between the three CBDs and would enable placemaking and tactical urbanism measures to be undertaken. Ideas from the community outside scope/budget are able to inform Annual Plan/Long Term Plan discussions. Programme of work The Matamata, Morrinsville and Te Aroha Revitalisation Programme – Co-Design Process Plan (Attachment A) provides the programme plan over a three year period. Council are asked to consider its formal approval. The project approach is in line with the community co-design methodology workshopped with Council; including recently with Design Factory NZ. The key output of this process are prioritised Town Centre plans that enable implementation of interventions that align with what the community view as important. The proposed programme takes a systematic approach to the co-design process and includes a “time buffer” to ensure responsiveness to any community insights that require more investigation or response. There is an element of flexibility required to ensure the community are part of the journey throughout. It is important to highlight that where a project is rushed to meet an ambitious timeline there is a real risk that relationships are undermined. Council can draw learnings from the Hetana Street Innovating Streets project which highlighted the importance of having realistic timeframes, time to undertake comprehensive community engagement and enough resourcing to deliver the project. Co-design done well, is resource intensive and gives genuine opportunity for community to be involved and recognised as a key part of the journey. There are numerous examples around the country where a rushed process has caused significant loss in community trust capital. Sequencing of town centre reviews
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Council need to confirm the order in which the programme is rolled out to each CBD – Te Aroha, Morrinsville and Matamata. A key aspect Council needs to consider is how it builds on existing “trust capital” – the order in which the town centre co-design occurs needs to take this into account. Learnings from each CBD programme will flow into the next. Identified risks where trust capital may currently be compromised include: Matamata: Hetana Street, Headon Stadium, Matamata pool closure Morrinsville: Bubble zones and flooding. Council could consider scheduling Morrinsville last as there may be an opportunity to activate/provide business support (in response to any water infrastructure works) through a development response programme. An example of this can be found at Karangahake Road, Auckland https://at.govt.nz/projects-roadworks/karangahape-road- enhancements/
Operational budget The following operational budget will be required: Additional 2021/22 22/23 23/24 Resource Design Lead (Place 70 70 70 Creative)
15% contingency 10.5 10.5 10.5 Inhouse 90 90 90 Relationship Broker/Co-design Lead (Fixed term 3 years) Part-time admin 20 26 26 26 hours pw – will also provide administrative support to other projects (Fixed term 3 years) Communications 10 10 10 (internal charge cost) Contingency 60 60 60 TOTAL 266.5 266.5 266.5
Council are asked to formally confirm this operational budgetary allocation of $266,500 per year (a total of $799,500); with $600,000 being utilised from the Community Purposes Reserve and any remaining balance (including contingency) from within existing budgets.
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Ngā Pāpāhonga me ngā Wātaka | Communications and timeframes The programme will include comprehensive co-design with community, including mana whenua. Attachment A provides an overview of the timeframes and milestones involved.
Te Tākoha ki ngā Hua mō te Hapori me te here ki te whakakitenga o te Kaunihera | Contribution to Community Outcomes and consistency with Council Vision Theme: Connected Infrastructure Community Outcome: Infrastructure and services are fit for purpose and affordable now and in the future. Quality infrastructure is provided to support community wellbeing
Theme: Economic Opportunities Community Outcome: We are a business friendly Council
Theme: Healthy Communities Community Outcome: Our community is safe, healthy and connected. We encourage community engagement and provide sound and visionary decision making
Theme: Vibrant Cultural Values Community Outcome: We value and encourage strong relationships with iwi and other cultures, recognising waahi tapu and taonga/significant and treasured sits and whakapapa/ancestral heritage. Tangata whenua with mana whenua status (those with authority over the land under Maaori lore) have meaningful involvement in decision making.
Pānga ki te pūtea, me te puna pūtea | Financial Cost and Funding Source The capital expenditure for this project is budgeted for via the 2021-31 Long Term Plan. Operational expenditure is sought from the existing Community Purposes Reserve ($600K) and any remaining expenditure from within existing budgets.
Ngā Tāpiritanga | Attachments A. MPDC Town Centre Revitalisation Programme Co-Design Process Plan
Ngā waitohu | Signatories Author(s) Erin Bates Placemaking and Engagement Lead
Approved by Manaia Te Wiata Group Manager Business Support
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Headon Stadium - Floor Solution
CM No.: 2446442
Rāpopotonga Matua | Executive Summary The timber floor at Headon Stadium was water damaged by a storm during level four lockdown in April 2020.
Remedial works to dry the floor have been ongoing for the last six months. The moisture in the floor is now at an acceptable level, but the damage to the surface is extensive and needs further work.
There are three options to remedy the damaged floor. One option is to fill the gaps and sand the current floor. Options two and three are full replacements, this is either strand board or tongue and groove timber.
There are ongoing discussions with our insurance broker to see how much, if any, our construction insurance will pay out for the damaged floor.
WHAKATUANGA A TE KAUNIHERA | COUNCIL RESOLUTION
That: 1. Council opt to install a new floor and determine whether it should be either strand board or tongue and groove.
2. Council provide procurement approval to go for invited tenders only on the remedial works.
3. Remove the current floor and replace it with a tongue and groove option. This is equivalent to the Te Aroha Events Centre flooring. Estimated cost: $130,000 (excl. GST).
Moved by: Cr J Thomas Seconded by: Cr K Tappin KUA MANA | CARRIED
Horopaki | Background After consultation the decision was made to keep the original floor of Headon Stadium and incorporate it into the extended floor plate due to its quality for indoor bowls but demolish the roof and wall structures. The facility is to be used for badminton, basketball, netball, gymnastics, and indoor bowls.
Council completed construction works on the new Headon Hub in September 2020
During construction, a temporary tent structure was built over the floor to protect it from the weather. However, prior to the new external envelope becoming weather-tight and during level four lockdown when there was no presence on site, the tent was damaged in a storm and rainwater got into the floor.
A claim against our construction insurance was made for costs to dry the floor out. The drying process included the excess water being pumped out and the installation of four dehumidifiers that ran for a few months.
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The moisture in the floor has now reached acceptable levels, however, the water damage to the floor is still present. The floor is uneven with cupping in places and gaps between the boards. The gaps in the floor have not moved in recent weeks and some are still up to 10mm in width.
More remedial works are needed to bring the floor up to a usable standard.
Ngā Take | Issues / Kōrerorero | Discussion Council was advised by a Sports Floor Specialist that the gaps in the floorboards should slowly close up over time. Staff have been monitoring changes to the floor over the last two-three months and there has been no movement. Inspections have been made by other industry experts including those that service both Morrinsville and Silver Ferns Events Centres and the consensus of them and staff is that the floor is at the point where it will not fully recover.
Three options are being put forward to remedy the situation for Council to consider.
The replacement of the indoor sports floor is a specialised industry. Staff are requesting that approval is granted for specialised procurement and quotes to be obtained under invited tenders only. There are only a few suppliers in New Zealand that can provide quality timber sports surfaces.
Ngā Whiringa | Options 1) Fill all gaps larger than 2mm with an epoxy resin, all gaps smaller than 2mm are left as expansion zones. Estimated cost: $25,000 (excl. GST). This option is not recommended
2) Remove the current floor and replace it with a strand board option. This is a low cost alternative for the replacement floor. These are 1200 x 2400mm timber boards. Estimated cost: $90,000 (excl. GST).
3) Remove the current floor and replace it with a tongue and groove option. This is equivalent to the Te Aroha Events Centre flooring. Estimated cost: $130,000 (excl. GST).
All options will include sanding, polyurethane, and line marking in the price.
It is possible that the concrete under the floor will need a grind and seal if the moisture content of the concrete is too high. The estimated cost of this is $21,660.00 (excl. GST).
Demolition and removal of existing floor structure are not included in above.
Ngā Pāpāhonga me ngā Wātaka | Communications and timeframes The timeframes will differ depending on which of the three options is chosen. Through discussion with one potential supplier, we gathered the following indicative timeframes:
- Option 1: Can commence work in 2 months and take approximately 3 weeks to complete. - Option 2: Can commence work in approximately 4 months (due to the current timber shortage) and take approximately 4 weeks to complete. - Option 3: Can commence work in 2 months and take approximately 5 weeks to complete.
Please note the timeframes and costs in this report are from one supplier. Once Council decide the chosen option, we will obtain quotes from different flooring suppliers.
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Pānga ki te pūtea, me te puna pūtea | Financial Cost and Funding Source We are currently in discussions with our insurance broker to see how much, if any, our construction insurance will pay out for the damaged floor. Any shortfall could be made up from an internal loan or from reserves.
Ngā Tāpiritanga | Attachments There are no attachments for this report.
Ngā waitohu | Signatories Author(s) Chris Lee Project Manager
Approved by Roger Lamberth Property and Community Projects Manager Manaia Te Wiata Group Manager Business Support
Headon Stadium - Floor Solution Page 19
Kaunihera | Council 9 June 2021
9 Information Reports Te Aroha Domain Working Party - Minutes of 24 May 2021
CM No.: 2443388
Rāpopotonga Matua | Executive Summary The purpose of this agenda item is to report on the minutes of the Te Aroha Domain Working Party meeting held on 24 May 2021.
WHAKATUANGA A TE KAUNIHERA | COUNCIL RESOLUTION
That: 1. The information be received.
2. Council provides any comments or feedback on the work of Te Aroha Domain Working Party.
Moved by: Mayor A Tanner Seconded by: Cr S Whiting KUA MANA | CARRIED
Horopaki | Background Council has established a Te Aroha Domain Working Party. Members of the working party are Mayor Ash Tanner, Councillors Teena Cornes, Caitlin Casey, Russell Smith, Sue Whiting, Kevin Tappin and Iwi representatives, Jill Taylor and Michael Barker of Ngāti Rāhiri-Tumutumu.
Councillor Teena Cornes is the chairperson of the working party.
Ngā Tāpiritanga | Attachments A. Meeting Minutes 24 May 2021 - Te Aroha Domain Improvement Projects
Ngā waitohu | Signatories Author(s) Tamara Kingi Committee Secretary and Corporate Administration Officer
Approved by Sandra Harris Corporate Strategy Team Leader Don McLeod Chief Executive Officer
Page 20 Te Aroha Domain Working Party - Minutes of 24 May 2021
Kaunihera | Council 9 June 2021
Mayoral Diary for May 2021
CM No.: 2443332
Rāpopotonga Matua | Executive Summary The Mayoral Diary for the period 1 - 31 May 2021, is attached to the agenda.
WHAKATUANGA A TE KAUNIHERA | COUNCIL RESOLUTION
That: 1. The information be received.
Moved by: Mayor A Tanner Seconded by: Cr A Wilcock KUA MANA | CARRIED
Ngā Tāpiritanga | Attachments A. Mayoral Diary May 2021
Ngā waitohu | Signatories Author(s) Tamara Kingi Committee Secretary and Corporate Administration Officer
Approved by Sandra Harris Corporate Strategy Team Leader Don McLeod Chief Executive Officer
Mayoral Diary for May 2021 Page 21
Kaunihera | Council 9 June 2021
10.26 am The Chairperson thanked Members for their attendance and attention to business and declared the meeting closed.
CONFIRMED AS A TRUE AND CORRECT RECORD OF THE MEETING OF KAUNIHERA | COUNCIL HELD ON 9 JUNE 2021.
KO TE RĀ | DATE:
TIAMANA | CHAIRPERSON: ...... Mayor Ash Tanner, JP
Page 22 Mayoral Diary for May 2021
DOCUMENTS TABLED ON THE DAY
08/06/2021
Laurens Molenaar Ginny Spence Te Aroha Te Aroha
Dog exercise area in Te Aroha
We are in the process of incorporating a K9 club (all breeds welcome) for Te Aroha and surroundings, at the moment we are representing about 70 dog owners (K9 Club Te Aroha on facebook).
We are looking for an appropriate area where we can run our dogs off the leash. Of course, this area will be available to all people and all dogs and it will not be exclusive to dog club members. Many club members are willing to volunteer with the up-keep of the exercise area.
The following areas have come to our attention as potential candidates, please refer to the drawings on pages 3 and 4:
1) Tui Reserve adjacent to the bowling club. 2) Part of the paddock behind the netball courts, adjacent to the future campervan parking area, and the paddock between the footbridge adjacent to the railway track and the Coulter bridge, this would extend the existing “Spur Street Esplanade” exercise area along the river up to the Coulter bridge and provide a walking track between the two areas along the railway track.
We consider 2) as the preferred option for the following reasons:
1) A lot of fencing has already been done, making the fence dog-proof will only require extra posts and cyclone wire type netting. 2) Access can be easily provided by installing gates. 3) Existing car parks can be used. 4) We are not in the way of any people or other activities. 5) The strip of grass along the railway track can be used as an access way from the parking area next to Kenwyn Home and make for a great walk. 6) The people who use the campervan park often own dogs and a dog exercise area next to it will certainly be an attraction. 7) The area adjacent to the campervan park can be used if the river area floods. 8) The entrance into town via the Coulter Bridge will be more attractive if a well maintained dog park can be seen from the bridge. People may stop to give their dogs a run and spend some time in Te Aroha.
1/4 Thank you for your time, please let us know if you have any comments, suggestions, questions or advice!
2/4 3/4 4/4 Headon Stadium Floor Issues It is evident in these photos that as the floor boards have dried they have not returned to their original positions. The water has penetrated into the floor boards and has begun to rust the nails. This rusting has created some unsightly staining.
Another concern of this rust is that the nails have been weakened and could break in future. The cupping of the boards can be seen here, made more obvious by the yellow line. The floor boards have expanded and shrunk at different rates, this has created cracks around the nails in areas.